By default, Stacks treats all bookings as ‘approved’ unless expressly declined by a staff member. As such, the user will receive a confirmation email, and the room time slot will no longer appear as available immediately upon the user clicking Book Room. Any Bookings not yet approved or declined will be set as Pending.

To explicitly approve or decline a booking:

Navigate to the Room Booking tile on your dashboard

Click Approve or Decline to the right of the Booking

This will remove the ‘Pending’ status from the Booking

IF the Booking is declined, the user will be notified with a cancellation email

Edit a Room Booking

Navigate to the Room Bookings tile on your dashboard

Click Edit to the right of the Booking

3. Edit the Booking as necessary

4. Click 'SAVE' to apply the edits

The owner of the Booking will not be automatically notified of these changes

Delete a Room Booking

Navigate to the Room Bookings tile on your dashboard

Click Delete to the right of the Booking

​​​​​​IF the Booking is deleted, the reserved time will once again be available.

4. Click 'DELETE' to confirm

WARNING: This action should be taken with caution as it will both remove the booking from the list entirely and act as a cancellation, but will not notify user

Book a Room

Rooms may be booked by users or staff members

Book a Room as a User

Click on the 'Bookings' icon in the top-right corner of the website header

If this icon is not visible, you can enable it by navigating to the Systems Configuration tile and opening the Site Configuration tile. Click on the Header Items tab to toggle on the header icons.

The user does not need to be logged in to book a room

By default, all Rooms will be displayed and sorted by their respective Groups, regardless of availability

2. To search for an available room, use the filters

3. Click 'Search for Availability' to filter the list

This will display only those rooms available on the specified date

4. Click on a Room in the list

Any available booking times will be displayed

5. Click on a time slot from the list

6. At a minimum, provide:

Contact name

Contact phone

Email

Duration

Response to the Math question

Optional

Room Booking Description

Occupant count

7. Click 'Book Room'

The user will receive a confirmation on their screen as well as a confirmation email

Book a Room for a User

Navigate to the Room Bookings tile on your dashboard

Click on the 'Bookings' tile

Click 'ADD BOOKING'

Click User as the booking type

5. When creating the Booking, provide:

Booking Owner

This should be the staff member who created, or will be responsible for managing this Booking

Contact name

Contact phone

Email

Duration

Booking date and time

Space

6. Optional

Room Booking Description

Occupant count

7. Click 'Book Room'

Book a Room for Admin

A Room can be booked by staff for internal programs or events such as staff meetings or professional development.

Navigate to the Room Bookings tile on your dashboard

Click on the Bookings tile

3. Click 'Add Booking'

4. Choose Admin as the Booking type

5. Choose:

Duration

Booking date and time

Space

6. Click 'Book Room'

V 2.1.4

Create a Room

A Room can be described as any space which might be booked by either users or administrators. When defining a Room, these spaces can be of any size and shape, such as a small communal work table or a large presentation hall.

Navigate to the Room Bookings tile on your dashboard

Click on the 'Rooms' tile

Click the 'ADD ROOMS' button

Click on the Group to which the Room belongs

5. Enter a label for the Room

This will be displayed to users, as seen in the screenshot below

6. Select the Category which best describes the Room

Users are able to search for Rooms based on their Category, as seen in the screenshot below

7. Enter the Room’s capacity

How many people can the room/space hold?

8. Optional - Use the ‘Room Description’ editor to provide information about the Room

This could include instructions for the use of the space, photos, a list of related resources, etc.

These details can be very valuable to your users when booking a Room

9. Optional - Override the hours set by the Room’s Group in the 'Hours' section

By default, these hours will be inherited from the Room’s Group

10. Optional - Select an Easy Form to incorporate it into the booking process for this room

First, you must create an Easy Form

Then you will be able to select it in the dropdown list

11. Optional - Override the minimum/maximum duration, or maximum days in advance rules set by the Room’s Group in the 'Override Rules' section

When a staff member approves a Room Booking, this email will be sent to the user who booked the room.

Edit the Reply Email Address

Edit the Email Subject

Edit the Body of the Email

Optional - Edit the body of the email using any of the following parameters:

%datetime%

%duration%

%group%

%room%

%occupancy%

%description%

%name%

%email%

%phone%

Click 'SAVE EMAIL TEMPLATES'

Configure Booking Email Notifications Video

Configure Closed Dates

You can set dates during which room bookings are not permitted.

Closed dates may be set on a Room-by-Room basis or can be applied to all of your organization’s Rooms at once.

Example: You may choose to have rooms not available during holiday break starting December 25th.

Navigate to the Room Bookings tile on your dashboard

Click the ‘Closed Dates’ tile

Click 'ADD CLOSED RESERVATION'

Provide the description for the Closed Date in the ‘Purpose’ field

5. Check the box in the header in the ‘Spaces’ section to apply the Closed Date to all RoomsOR Check the boxes of the Rooms to which to the Closed Date applies

6. Choose the date and time, or range of dates when the room(s) will be closed to Bookings

7. If the Closed Date will repeat regularly (eg. a room is closed to bookings on the third day of every month), check the ‘Repeating’ checkbox and provide the details

8. Click 'SAVE RESERVATION'

Configure Closed Dates Video

Create a Group

Groups

Groups can be used to logically group similar rooms. This can be helpful when managing many rooms (e.g. Study Rooms).

Create a Group

Navigate to the Room Bookings tile on your dashboard

Click the Group tile

Click ADD GROUP

Provide a title for the Group

This will not be displayed to users

5. Provide a label for the Group

This will be used as the heading for any rooms which you add to the Group and will be displayed to users (as seen in the screenshot below)

This makes it easier for users to find the specific room they need to book

6. Choose whether users should be able to book rooms themselves

7. Enter the default hours during which rooms in that Group may be booked

These settings can be overwritten on a per-room basis as required

8. Set any ‘Override Rules’

These can be overwritten per room but any rules set here will establish the default behavior. These rules include:

Minimum duration - The minimum duration for a room booking for this location. If no value is specified, the value of 15 min will be used.

Maximum duration - The maximum duration for a room booking for this location. If no value is specified, the value of 4 hours will be used.

Maximum days in advance - The maximum days in advance a room booking can be made for this location. If no value is specified, the value of 2 weeks will be used.

9. Click on the Rules tab to set the maximum reservations per week for any room in this Group

10. Click SAVE GROUP to create the Group

V 2.1.4

Create a Group Video

Configure Room Categories

Categories can be used to tag rooms with a relevant label. This allows users to quickly find a Room to book (as shown in the screenshot below). Example: Tag a room with Children, Labs, Project Rooms, Study Rooms, etc.